No matter how it is cut, sliced, or diced planning an event is hectic. There are a never ending list of details that come along with an event whether it is a party, corporate production, wedding or conference. With so many variables to keep track of something is bound to be forgotten even when the event is meticulously planned.
From their experience customizing events of all types and sizes, the experts at the WowFactor relay some event planning essentials that are critical to the success of the event, but surprisingly overlooked all too often.
Weather plans – and not just for rain
Rain, snow, unseasonal heat, humidity, fog, high winds and booming thunder can all interfere with an event running smoothly. The best way to beat bad weather is to be prepared even if the forecast seems perfect, explains the WowFactor team. An alternate venue, umbrellas, towels, heaters, fans, extra AC units – whatever the situation may call for – should be on hand to ensure guests are comfortable.
Organizers tend to focus on the seemingly more glamorous logistics of planning an event such as selecting the cake, music, flowers, food, drinks and decorations because, frankly, it is more fun to deal with hors d’oeuvres and orchids than it is with parking and bathrooms. Yet, for an event to run smoothly the nitty gritty basics need to be attended to above all else.
Parking solutions need to be considered and implemented that account for the expected number of attendees, the staff, vendors and anyone else who will be on site. Another sometimes overlooked basic is restrooms. Are there enough restrooms for the guests, staff and vendors, are they easily accessible, and how often will they be cleaned?
Be tech savvy
Even at a momentous event like a wedding when people theoretically are focused on the bride and groom, guests will be on their phones to take and post pictures, answer email, or respond to messages. Ensuring the wifi password is available to attendees is critical for corporate events, while at other types of events it is definitely beneficial. Likewise, having ample charging stations and even chargers and cables on hand is important so attendees can stay powered up throughout the event.
Attending to these logistics long before the big day will ensure that the event is as seamless and enjoyable as possible.